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When using a hotel, restaurant or other public facility that is open to the public, read our section Atmosphere Sets the Mood for additional questions to ask when viewing these sites.
After you have determined the type of facility and location, ask friends and other special event professional for recommendations. You can check resource guides, yellow pages, magazines and the Internet for additional information.
Once you have narrowed down the possibilities, inquire if the site is available on your chosen date. You may have to have an alternative date in mind in order to secure the site of your choice.
Ask what are the facility's rules and regulations pertaining to all aspects of your event (food, beverages, decorations, entertainment). Be sure it will accommodate the event, the number of guests, and ask if you can bring in decorations, your own caterer, equipment and entertainment. Know what the policies are regarding smoking, liquor, insurance and security. Ask if you need any permits and who provides them. Also, confirm the hours of operation.
It helps to visit a site when it is setup for an event to see how it accommodates a party. Also look at photos of previous events and check recommendations.
If the site is outdoors, have a contingency plan should the weather not cooperate. Know your move-in and-out times. If timing is an issue, ask if another event is before or after you.
To book the facility, sign a contract and leave a deposit. A signed contract is imperative in holding the site. Inquire about their restrictions and cancellation policies. Ascertain whether or not the deposit is refundable and the time-frame for a refund.
When properly planned, your event will be a celebration of which you will be proud. Let the atmosphere of the facility set the mood for your special event!
|Room-to-people proportions recommended:|
|Setup||Sq. ft. per person|
|If Dancing, add||2|
|Rectangle 5' X 36"||6-8|
|Rectangle 6' X 36"||8-10|
|Rectangle 8' X 36"||10-12|
Half as many spaces as people
Valet Parking - 1 valet per 25 cars